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Home My WebLink AboutCommission Packet - 10/25/2024MEMORIAL HALL COMMISSION October 25, 2023 5:00 p.m. Veteran's Memorial Hall Pledge of Allegiance I. Roll Call II. Approval of Agenda, as proposed or amended. III. Approval of Minutes of September 27, 2023. IV. Citizens Oral Comments V. Treasurer's Report VI. Chairperson's Report VII. Committee Reports: 1. Building and Grounds — Chairperson Mel Wittwer 2. Operations — Chairperson David Grimm 3. Education/Historical/Artifacts Preservation — Chairperson Frank McCaw 4. Finance/Fundraising — Chairperson James Lentfer VIII. Unfinished Business IX. New Business X. Adjournment Nancy Higby Administrative Secretary MEMORIAL HALL COMMISSION September 25, 2024 5:00 p.m. Veterans Memorial Hall Members present: Craig White in the Chair, Randy Miller, David Grimm, Richard Day, Mel Wittwer, Frank McCaw and Jim Lentfer and John Mrzlak. Absent: Stephen Grimm Also in Attendance: Richard Hurtado, Belinda Creighton -Smith (Council Liaison) and Nancy Higby (Deputy City Clerk). Mayor Hart arrived at 5:12 p.m. Moved by Grimm, seconded by Mrzlak, that the agenda be approved. Ayes: Eight. Motion carried. Moved by Wittwer, seconded by Grimm, that the Minutes of August 28, 2024, meeting as amended, by changing paragraph 2 on page 2 to read "Main Street Waterloo has ap„roved" to "is in the process of approving", be approved. Ayes: Eight. Motion carried. Citizen's Oral Comments None. Treasurer's Report — Vacant Nancy Higby read the finance report for the period 8/22/2024 through 9/18/2024. • Brick Fund - $6,959.53 (includes the sale of one brick and the purchase of printer ink) • Courbat Memorial Fund - $1,300.12 (reflects the addition of $300 from the Special Project fund, passed by a unanimous vote on 8/28/2024) • Special Projects Fund - $0 (the previous balance of $600 was split evenly between the Courbat Memorial Fund and the Artifacts Fund, passed by a unanimous vote on 8/28/2024) • Artifacts Projects Fund - $435.98 (reflects the addition of $300 from the Special Project fund, passed by a unanimous vote on 8/28/2024) • VMH Facilities Projects Fund - $5,000.00. Moved by Grimm, seconded by Wittwer, to receive the treasurer's report and place on file. Ayes: Eight. Motion carried. Chairperson's Report Craig White presented a check in the amount of $4,808 from donations raised by UAW for the Veterans Memorial Hall. Jim Lentfer stated that he would like to see these funds be deposited into the Waterloo Community Foundation stated that we would earn interest, and the donators can claim a tax deduction. A discussion followed and the board voted unanimously to deposit the check into the Waterloo Community Foundation. Mel Wittwer presented a check in the amount of $1,000 resulting from the Amvets Post 31 annual white clover fundraiser. Craig White added that this fundraiser was spearheaded by September 25, 2024 Page 2 Randy Miller. The board agreed that these monies should be deposited into the Artifacts Projects Fund. Committee Reports Operations — Chairperson David Grimm David Grimm provided a brief overview of the schedule for the Veteran's Day events. He commented that coffee and cookies would be provided for attendees. Building, Grounds & Operations — Chairperson Mel Wittwer Mel Wittwer provided an update on the following items. • The brick border around the mulch has been placed. • There is no word back yet on the water dripping from the eaves. • The new brick finding sign still must go through the Design Board for final approval and the QR Code was only temporary and has expired, so that still needs to be worked out. The board discussed concerns regarding the sign, additional parking and power washing of the parking ramp facing the Memorial Hall. Mayor Hart joined the meeting. Mel Wittwer briefly covered the concerns with the mayor. Mayor Hart commented that he would speak directly with Jessica Rucker on when the board will render a decision, and to staff regarding additional parking and washing the ramp. Educational/Historical/Artifacts Preservation — Chairperson Frank McCaw Frank McCaw reported that the intern started working today and a second intern has expressed an interest as well. He provided an overview of the upcoming Brousseau Brothers event scheduled for Friday, October 25th at 5:00 p.m. at Veterans Memorial Hall and noted that this event is being held on the 80th anniversary of when the brothers were lost at sea. He further shared that Jim Lentfer was able to work on a few publicity opportunities and from that, they did a podcast a couple of weeks ago and they'll also be on KWWL. Jim shared that both Councilperson Nia Wilder and Agnes Kress from the City of Waterloo will be coming the first Monday in October to interview and put us on Waterloo TV. Randy Miller explained that he cleaned, folded and placed the casket flag into a frame. He commented that he feels badly that there is only one flag despite instead of two for each brother. He also spoke on the difficulty that might be encountered trying to locate another 48-star casket flag. Frank McCaw explained that he has followed up on several leads to locate family members to present the flag to but has not yet found a living family member. Discussion continued amongst the board regarding the event. September 25, 2024 Page 3 Finance/Fundraising — James Lentfer Jim Lentfer commented that the Finance Committee met with city finance and clerk staff on September 23 to discuss purchasing options for the commission. He further shared that the Operating Procedures may need to be updated due to the potential unavailability to utilize the city's Amazon account. There was some discussion on the use of a purchasing card but the status of that is unknown at this time. Nancy Higby stated that at this time; in order to expedite reimbursements, it might work best to hold a special meeting via zoom or teleconference to approve any expenses. He further provided an overview of the donations to date through the Waterloo Community Foundation. Jim explained that budgets for FY26 are due no later than the October meeting, so he can present that to the city in late November. He commented that he is looking into getting grant monies from Experience Waterloo and would like to invite them to an upcoming meeting. Jim commented that he had been in touch with the mayor's secretary on a few items and questioned if the mayor could provide an update. Mayor Hart commented that the next phase of planning for the Veterans Way project is likely still a year away but noted that this board will be involved, and the Memorial Hall building will be included. He further spoke on the issues of additional parking and washing the parking ramp wall facing the building. He reminded board members of the importance of submitting their requests through Mel Wittwer and he will contact city staff. The board discussed additional concerns with the mayor including easier access to the Hall from the parking ramp and handicap parking. Unfinished Business None. New Business Mel Wittwer submitted receipts for the purchase of the QR Code Sign and decal and requested reimbursement in the amount of $92.25 and $33.00, respectively. Moved by D. Grimm, seconded by Lentfer, to approve the reimbursement of $92.25 and $33. Ayes: Eight. Motion carried. With no further business before the commission, it was moved by Mrzlak, seconded by Grimm, that the meeting be adjourned at 5:55 p.m. Ayes: Eight. Motion carried. Nancy Higby Deputy City Clerk Project Transaction Report G/L Date Range 09/19/24 - 10/15/24 Include Sub Ledger Detail Sorted By Project - G/L Account - Date Journal Sub G/L Date Journal Type Ledger Description e Reference Revenue Debit Amount Credit Amount Actual Balance Net Chance 01MYR.0009 - MAYORS RESTRICTED PROJECTS, VETERANS MEMORICK WALKWAY Life -to -Date ($6,959.53) 010-22-8820 1539 - Institutional Supplies 10/14/2024 2025-00000513 Invoice Number Vendor 2025-00000498 MEL WITTWER JE AP A/P Invoice Entry Description REIMB FOR PURCHASE OF QR CODE Accounts Payable Invoice Date Payment Payment Number Type 09/27/2024 Check 312057 125.25 (6,834.28) Amount Dist. Amount 125.25 125.25 Total $125.25 $125.25 010-22-8820 3500 - Sale of Bricks 10/09/2024 2025-00000498 Receipt Number Receipt Batch 2025-00003609 2025-04000367 JE RA Revenue Collection Payment Post Receipt Description CHRIS SMITH BRICK -CHECK 3037 010-22-8820 1539 Total Collections Received From CHRISTOPHER SMITH Yes $125.25 $0.00 Payment Date 10/09/2024 Total 60.00 ($6,834.28) (6,894.28) Amount Dist. Amount 60.00 (60.00) $60.00 ($60.00) 01MYR.000RBAT - MAYORS RESTRICTED PROJECTS, MEMORIAL HA 01MYR.MEMRTFCT - MAYORS RESTRICTED PROJECTS, MEMORIAL H 010-22-8820 3720 - Restricted Donations 09/26/2024 2025-00000413 Receipt Number Receipt Batch 2025-00003160 2025-03000316 010-22-8820 3500 Total 01MYR.0009 Total OURBAT MEMORIAL 01MYR.COURBAT Total ARTIFACTS PROJE JE RA Revenue Collection Payment Post Receipt Description WHITE CLOVERS SALES Collections Received From CARL LETNEY AMVETS POST 31 BOARD OF TRUSTEES Yes $0.00 $60.00 $125.25 $60.00 Life -to -Date ($6,894.28) ($6,894.28) • ($1,300.12) ($1,300.12) �F- Life-to-Date ($435.98) 1,000.00 (1,435.98) Payment Date Amount Dist. Amount 09/26/2024 1,000.00 (1,000.00) Total $1,000.00 ($1,000.00) 010-22-8820 3720 Total 01MYR.MEMRTFCT Total $0.00 $1,000.00 ($1,435.98) $0.00 $1,000.00 ($1,435.98) Run by Nancy Higby on 10/15/2024 2:21:41 PM Page 1 of 2 CITY OF ATERLOO Journal Sub G/L Date Journal Type Ledger Description Source/Reference 22FAC.VETS - CITY FACILITIES PROJECTS, VETERANS MEMORIAL HALL COMMISSION Project Transaction Report G/L Date Range 09/19/24 - 10/15/24 Include Sub Ledger Detail Sorted By Project - G/L Account - Date Revenue Debit Amount Credit Amount Life -to -Date 22FAC.VETS Total Actual Balance Net Change $0.00 Grand Totals $125.25 $1,060.00 $0.00 Run by Nancy Higby on 10/15/2024 2:21:41 PM Page 2 of 2